The verdict in three sentences
With 180 cleaners spread over 90 sites, a cleaning company's schedule is rebuilt every morning by phone, and every poorly tracked replacement ends up as an hour paid but never billed. A scheduling SaaS costs EUR 4 to 9 per worker per month (about CAD 6 to 13), custom software EUR 25,000 to 50,000 excluding tax, delivered in 3 months. Geolocated clock-in recovers up to 8% of unbilled hours, which outweighs the price of the tool.
What scheduling software must do in cleaning
The trade has constraints that generic HR tools handle poorly: part-time staff on several sites, split shifts (5 to 8 am, 6 to 9 pm), last-minute replacements and clients demanding proof of visit. Labour rules add their own layer, such as Ontario's Employment Standards Act on hours and successor rights when a building contract changes hands.
| Feature | Field use | Measured gain (2026 order of magnitude) |
|---|---|---|
| Schedule by site and worker | Drag and drop, multi-site part-time management | 6 to 10 hours of planning saved per week |
| Replacements | Automatic suggestion of the nearest available worker | Replacement found in 15 min instead of 1.5 hours |
| Geolocated clock-in | NFC tag or smartphone geofence | Hour gaps detected the same day |
| Photo quality control | Checklist per site, timestamped photos, client score | Client complaints down 30% |
| Out-of-contract hours | Detection of extra services | Up to 8% of hours recovered in billing |
| Payroll export | Variables to the payroll provider | Payroll close in 1 day instead of 3 |
SaaS or custom: 2026 pricing
Cleaning-specific SaaS tools deploy fast. Custom work makes sense when client contracts vary, when billing depends on actual clock-ins or when the company wants a branded client portal.
| Option | Cost for 180 workers | Timeline | Watch-outs |
|---|---|---|---|
| Spreadsheet and WhatsApp | EUR 0 licence | Immediate | No proof of visit, lost hours |
| Entry-level SaaS | EUR 4 to 5 per worker, i.e. EUR 720 to 900 per month | 2 to 4 weeks | No quality control or billing |
| Full SaaS | EUR 7 to 9 per worker, i.e. EUR 1,260 to 1,620 per month | 1 to 2 months | Cost grows with headcount |
| Custom core | EUR 25,000 to 35,000 | 2 to 3 months | Scheduling, clock-in, replacements |
| Custom full | EUR 40,000 to 50,000 | 3 months | + photo QC, billing, client portal |
| Custom maintenance | 15 to 20% of project per year | Ongoing | Hosting and changes included |
Over 3 years, a full SaaS at EUR 1,500 per month adds up to EUR 54,000, and the bill rises with every hire. A full custom build at EUR 45,000 plus 2 years of maintenance comes to about EUR 60,000, with a stable cost even at 300 workers.
Mini case study
Frank runs a cleaning company: 180 workers, 90 sites, 15,300 hours delivered per month billed at an average of EUR 23 per hour. Geolocated clock-in reveals 8% of hours performed outside contract scope, i.e. 1,224 hours per month. Using a cautious assumption that half gets billed through contract amendments in year one, he recovers 612 × 23 = EUR 14,076 per month, about EUR 169,000 a year. With a full project at EUR 45,000, the investment is covered in just over 3 months.
FAQ
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How much does scheduling software for a cleaning company cost?
As SaaS, EUR 4 to 9 per worker per month, i.e. EUR 720 to 1,620 for 180 workers. Custom software costs EUR 25,000 to 50,000 depending on modules.
Is geolocated clock-in legal?
Yes, provided staff are informed and tracking is limited to working hours, as Ontario's electronic monitoring policy rules require for employers with 25+ employees. An NFC tag on site is a less intrusive alternative at about EUR 5 per tag.
How long to get up and running?
Allow 3 months for a full custom build, including a 2-week pilot on 10 sites. Training takes 20 minutes per worker on a smartphone.
What if workers have no smartphone?
An NFC tag read by a shared site phone or voice-call clock-in covers these cases. In 2026, about 85% of cleaners own a compatible smartphone.
Does the software connect to our payroll?
Yes, a variables export to your payroll provider costs EUR 2,000 to 5,000. Monthly close drops from 3 days to 1.
Let's scope your project. Share your number of workers, sites and payroll tool: we price a scope between EUR 25,000 and 50,000 with a 3-month plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
